Front Office Executive Client: UBS
Location: Hyderabad (Aquila Centaurus)
Department: Facilities Management - Front Office Services
Reports To: Facilities Manager / Site Lead
Position Overview We are seeking a professional and personable Front Office Executive to manage reception desk operations and provide exceptional front-of-house services across UBS Hyderabads prestigious Aquila and Centaurus locations. This role requires a customer-focused individual who can seamlessly transition between locations, serving as the first point of contact for employees, clients, and visitors while maintaining the highest standards of professional service.
Key Responsibilities Reception Desk Management -
Serve as the primary face of UBS at reception desks across both locations
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Manage all incoming calls, transferring to appropriate personnel efficiently
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Greet and assist employees, clients, and visitors with professionalism and warmth
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Handle reception desk inquiries and provide accurate information about the organization
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Maintain reception area cleanliness, organization, and professional presentation
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Manage reception supplies, equipment, and ensure all systems are operational
Multi-Location Operations -
Operate flexibly between Aquila and Centaurus locations as per operational requirements
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Maintain consistent service standards and professional protocols across both sites
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Adapt to location-specific procedures, contacts, and operational nuances
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Support seamless coordination between front office teams at both locations
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Ensure continuity of service during staff rotations and location transitions
Visitor Management Guest Services -
Manage comprehensive visitor registration and check-in processes
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Verify visitor identities, issue temporary access cards, and maintain visitor logs
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Coordinate visitor escorts and meeting room arrangements
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Handle VIP and executive-level guest reception with enhanced service protocols
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Manage visitor parking arrangements and facility orientation
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Ensure compliance with security protocols and access control procedures
Call Management Communication -
Handle high-volume incoming calls with professionalism and efficiency
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Route calls to appropriate departments and personnel accurately
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Take detailed messages and ensure timely delivery to recipients
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Manage conference call setups and audio-visual coordination for reception area meetings
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Handle directory inquiries and provide accurate contact information
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Support emergency communication procedures and announcements
Administrative Support -
Manage meeting room bookings and conference facility reservations
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Coordinate courier services, mail distribution, and package management
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Handle taxi bookings and transportation arrangements for employees and guests
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Maintain visitor databases, contact directories, and reception documentation
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Support event management and special occasion arrangements
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Manage inventory of reception supplies and office amenities
Access Control Security Support -
Monitor and manage access control systems and entry procedures
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Coordinate with security teams for visitor clearance and access management
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Handle lost ID card reports and temporary access arrangements
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Monitor CCTV systems and report any security concerns
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Support emergency evacuation procedures and safety protocols
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Maintain confidentiality and handle sensitive information appropriately
Customer Service Excellence -
Provide exceptional customer service to all employees, clients, and visitors
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Handle complaints and concerns professionally, escalating when necessary
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Gather feedback and suggestions to improve front office services
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Support employee requests for information, directions, and assistance
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Maintain positive and professional demeanor during high-pressure situations
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Build rapport with regular visitors and maintain relationship continuity
Required Qualifications Education Experience -
Bachelors degree in any discipline (Commerce, Arts, or Business Administration preferred)
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2-4 years of experience in front office, reception, or customer service roles
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Experience in corporate environment or premium office buildings preferred
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Background in hospitality, hotel management, or executive assistance is advantageous
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Previous experience with multi-location operations is a plus
Core Competencies Communication Interpersonal Skills -
Excellent verbal and written communication skills in English
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Proficiency in local languages (Hindi, Telugu) highly preferred
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Professional phone etiquette and call handling expertise
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Strong interpersonal skills with ability to interact with diverse stakeholders
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Active listening skills and empathetic communication approach
Professional Presentation -
Polished professional appearance and grooming standards
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Confident and articulate communication style
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Positive attitude and welcoming personality
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Cultural sensitivity and professional courtesy
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Ability to represent UBS brand values and standards
Technical Administrative Skills -
Proficiency in MS Office Suite (Word, Excel, Outlook)
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Experience with multi-line phone systems and call management
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Knowledge of visitor management systems and access control technology
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Basic understanding of office equipment and audio-visual systems
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Familiarity with booking systems and scheduling applications
Organizational Skills -
Strong multitasking abilities and time management skills
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Attention to detail and accuracy in documentation
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Ability to prioritize tasks and manage competing demands
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Problem-solving skills and initiative in addressing issues
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Reliability and punctuality in attendance and performance
Key Performance Indicators -
Call Response Time: Answer incoming calls within 3 rings consistently
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Visitor Processing: Complete visitor registration within 2-3 minutes
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Customer Satisfaction: Maintain satisfaction ratings above 4.5/5.0
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Accuracy: 100% accuracy in message taking and information relay
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Professional Standards: Consistent adherence to dress code and service protocols
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Multitasking Efficiency: Handle multiple tasks without compromising service quality
Working Conditions Requirements -
Location Flexibility: Regular rotation between Aquila and Centaurus based on staffing needs and operational requirements
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Working Hours: Standard business hours (9:00 AM - 6:00 PM) with shift flexibility
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Physical Requirements: Extended periods of sitting, frequent phone use, and computer work
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Availability: Occasional coverage during extended hours or special events
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Professional Appearance: Must maintain professional dress code and grooming standards consistently
Essential Skills Attributes -
Customer-First Attitude: Genuine desire to help and serve others
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Professional Demeanor: Polished, courteous, and diplomatic in all interactions
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Adaptability: Comfortable working in different locations and adapting to change
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Discretion: Ability to handle confidential information with appropriate sensitivity
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Team Player: Collaborative approach and willingness to support colleagues
Career Development Opportunities -
Progression to Senior Front Office Executive or Workplace Ambassador roles
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Cross-training in facilities management and workplace services
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Professional development in customer service excellence and communication skills
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Leadership development opportunities within the front office team
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Industry training and certification programs
Compensation Benefits -
Competitive salary commensurate with experience and qualifications
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Performance-based incentives and recognition programs
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Transportation allowance and meal benefits
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Comprehensive medical insurance and wellness benefits
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Professional development and skill enhancement opportunities
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JLL employee benefits and career growth pathways
Ideal Candidate Profile: A professional, articulate, and customer-focused individual with strong communication skills, professional presentation, and the flexibility to deliver exceptional front office services across premium corporate locations while representing the UBS brand with excellence.
Location:
On-site Hyderabad, TS
